Administrative Assistant

Requisition No: 826179 

Agency: Department of Health

Working Title: Administrative Assistant

Position Number: 64068192 

Salary:  $1,386.00 - $1,524.60 bi-weekly 

Posting Closing Date: 04/08/2024 

Thank you for your interest in career opportunities with the Florida Department of Health in Pinellas County.  If you are looking to establish a successful career in Public Health, you have come to the right place.  Many of our innovative and successful health programs are recognized throughout Florida.  We hope you decide to join our team!  Applicants will be contacted directly if selected for an interview.

 

 

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pasco County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its efforts and its vision To be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.

 

Staff Assistant

 

Your Specific Responsibilities:

This position serves as a Staff Assistant to the Director of Clinical Health Services providing high-level administrative support in a confidential capacity. Acts as a liaison for the Division supporting the Medical Services, Dental Services, School-Based Health Clinics, and Health Care for the Homeless Programs. Duties of the position include:

• Communicates within the agency with management and their staff and outside the agency with governmental and private agencies and their staff. 
• Maintains schedule/calendar of the Clinical Health Services Director.
• Arranges and schedules meetings, trainings, and interviews as needed. Prepares agenda items and informs attendees and guests of meeting time and location. Prepares minutes of assigned meetings in a timely and accurate manner.
• Prepares and reviews letters, memos, reports, and other correspondence.
• Maintains procedures and forms for Division.
• Receives incoming mail for Division and distributes for action and resolution.
• Receives incoming calls for division and independently responds to inquiries and issues including client complaints, and promptly refers to qualified individuals for action and resolution.
• Updates division web pages, contact information, staff emergency contact information, position descriptions, and CAPs.
• Maintains an effective, up-to-date record retention/filing system.
• Prepares and places purchase requests and P-Card orders and processes invoices for payment.
• Prepares travel for supervisor and assigned staff including coordinating travel arrangements and preparing authorizations to travel and reimbursement requests.
• Serves as a contract manager for the Division with responsibility for preparing, negotiating, reviewing, routing, processing invoices, and monitoring assigned contracts.
• Maintains provider roster and coordinates provider credentialing for managed care contracts.
• Provides backup administrative support to the Director’s Office as needed.
• Performs other related duties as assigned including emergency duty.

 
Required Knowledge, Skills, and Abilities:

• Ability to use independent judgment and decision-making.
• Ability to work independently and manage one’s own time and the time of others. 
• Ability to use critical thinking.
• Knowledge of administration and management.
• Knowledge of customer service principles.
• Skill in the use of personal computers including Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to communicate effectively with internal and external customers both verbally and in writing.
• Ability to develop and maintain effective working relationships.
• Skill in computer software programs used to facilitate job duties.
• Ability to carry out assignments for Director.

 

Minimum Qualification:

• High School Diploma

 

Preferred Qualifications:

• Three or more years of experience working as an administrative assistant or equivalent role.
• Three or more years of customer service experience.
• Experience working in a medical clinic environment, including knowledge of medical terminology.
• Experience working with state systems including MFMP, WORKS, and/or STMS

 
Florida Department of Health Mission, Vision, and Values:
Mission:
To protect, promote & improve the health of all people in Florida through integrated state, county & c